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SharePoint (Modern Sites) - Define site storage limits Tutorial

Learn how to define site storage limits in Microsoft SharePoint. As an admin, you can ensure that SharePoint sites use only the storage they need. Find out how to access the SharePoint Admin Center and modify the settings to set storage limits for each site. Watch now to optimize your organization's storage usage!

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Available in Microsoft365

Objectifs :

Understand how to manage storage limits for SharePoint sites as an admin, including setting manual limits and creating new sites with specific storage allocations.

Chapitres :

Introduction to SharePoint Storage Management
In organizations using Microsoft SharePoint, it is common to find that many sites have a storage capacity that exceeds their actual needs. As an admin, it is crucial to manage these storage limits effectively to optimize resource usage.
Accessing the SharePoint Admin Center
To begin managing storage limits, navigate to the SharePoint Admin Center. This can be done by accessing the settings menu within the admin interface.
Defining Site Storage Limits
Once in the settings menu, you will find the option to define site storage limits. By default, the setting is on 'automatic', allowing sites to use as much storage as they need. To change this, select the 'manual' option and save your changes.
Editing Storage Limits for Active Sites
After setting the storage management to manual, you can manage individual sites. Go to 'Active Sites' where you can select any SharePoint site. By clicking on the edit option, you can adjust the storage limit for that specific site.
Creating a New SharePoint Site
As an admin, you also have the ability to create new SharePoint sites. For example, you might want to create a communication site for crisis management. Choose a suitable template, assign an owner (e.g., Steven), and from this screen, you can define a specific storage limit for the new site.
Important Considerations
It is important to note that the storage limits are set by the admin and not by the end users. This means that users will not have the ability to change or influence the storage limits assigned to their sites.

FAQ :

What is SharePoint used for?

SharePoint is used for collaboration, document management, and storage within organizations. It allows teams to share information, manage projects, and access resources from anywhere.

How can I set storage limits for SharePoint sites?

To set storage limits, go to the SharePoint Admin Center, navigate to the settings menu, and change the site storage limits from automatic to manual. You can then specify limits for individual sites.

Can users change their SharePoint site storage limits?

No, the storage limits are set by the admin and cannot be changed by the end users. Admins have full control over the storage allocation for each site.

What is the difference between automatic and manual storage limits?

Automatic storage limits allow sites to use as much storage as needed, while manual limits restrict the amount of storage that can be used based on the admin's specifications.

What is an Active Site in SharePoint?

An Active Site refers to any SharePoint site that is currently in use and operational within the organization, which can be managed by the admin.

Quelques cas d'usages :

Managing Storage for Large Teams

In a large organization, an admin can set specific storage limits for different teams based on their needs. For example, a marketing team may require more storage for media files, while a finance team may need less. This helps in optimizing storage usage and preventing unnecessary costs.

Creating a New Communication Site

An admin can create a new communication site for crisis management, allowing teams to share important updates and resources. During the setup, the admin can define a specific storage limit to ensure that the site does not exceed the allocated space, maintaining control over storage resources.

Monitoring Storage Usage

Admins can regularly monitor the storage usage of active sites to identify any that are nearing their limits. This proactive approach allows for timely adjustments to storage limits or the creation of additional sites as needed.

Optimizing SharePoint for Project Management

In project management, an admin can set storage limits for project-specific SharePoint sites, ensuring that each project has the necessary resources without over-allocating storage. This helps in maintaining organization-wide storage efficiency.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

SharePoint Admin Center

A web-based interface that allows administrators to manage SharePoint sites, settings, and user permissions within an organization.

Site Storage Limits

The maximum amount of storage space allocated to a SharePoint site, which can be set by an administrator to control how much data can be stored.

Active Sites

The list of currently operational SharePoint sites within an organization that can be managed by administrators.

Communication Site

A type of SharePoint site designed for sharing information and news across an organization, often used for broader communication purposes.

Admin

Short for administrator, a person responsible for managing and overseeing the operation of a system or platform, including user permissions and settings.

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Since Microsoft SharePoint has been

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deployed in your organization as an admin,

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you realize that many SharePoint

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sites have a storage capacity much

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bigger than they actually need to.

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What can you do about it?

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Start by going to the SharePoint

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Admin Center into the settings menu.

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Once here you can define site storage limits.

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A simple left click we can see that

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by default it is on automatic.

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Let sites use as much of your

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organization's storage as they need

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if I set it to manual and now save it.

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As an admin I can now go to sites.

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Active Sites.

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And can do two different things.

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I can select any SharePoint site.

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And if I go to the edit port.

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I can now edit the storage limit.

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I can also should I wish to

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create a new SharePoint site.

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Let's create a communication site.

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Crisis management will do.

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Let's use a template, a name.

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Steven will be the owner.

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And from this screen I can

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define a specific storage limit.

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Be careful, the definition of

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set limit is only being done by

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the admin and not by the user.

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The final user will not have a say in that.

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